Skip to Main Content

Procurement & Travel Accounting Fiscal Close

Overview 

Most Procurement and Travel Accounting fiscal close activities have a shared due date of Friday, June 5. 

  • Requisitions and Change Requests received on or before June 5 will be prioritized by Campus Purchasing. Transactions submitted after June 5 will be reviewed on a first-come, first-served basis with no guarantee of FY 2025 – 2026 processing.* 
  • Invoices submitted after June 5 will continue through BruinBuy Plus workflow; however, once all steps are completed, these invoices will be held in a Fiscal Year-End Hold step until July 1.** 
  • Vendor management and vendor onboarding activities will continue as normal.
  • If the necessary department and/or vendor action is not taken to resolve an irregular invoice by June 5, the invoice will not be paid until next fiscal year.
  • If a subaward or subcontract has a June 30 end date and invoices are submitted after the June 5 deadline, a processing exception must be requested if payment is required before June 30.

NOTE: Exceptions are not guaranteed and will only be granted if there is a compelling business justification. Review the Requesting a Procurement Exception section for complete details and instructions.

*Exclusions apply  – see Requisition deadline for details 

**Exclusions apply – see Invoice & Direct Pay Form Submission deadline for details 

Important Considerations

  • Act early. Whenever possible, complete activities well in advance of the listed deadlines.   
  • Engage your vendors. Ensure they are submitting onboarding materials and invoices in a timely manner.  
  • Continue to action irregular invoices. To prevent resolution backlogs, continue to remediate irregular invoices throughout the month of June.  
  • Complete Concur approvals ASAP. Remember that reimbursement deadlines are for department approval, not initial submission.  
  • Update your calendar. Easily download these dates through the Deadlines feed.

NOTE: Campus Purchasing & Payables is actively working on reports to assist departments with the invoice accrual process. Additional details will be shared soon.

Deadlines

NOTE: July deadlines will be added once the official fiscal close calendar is published by the Controller’s Office. 

PCardholders are encouraged to place orders as soon as possible since UCLA does not control when transaction details are sent to U.S. Bank.

NOTE: It takes two (2) to three (3) business days for a PCard transactions to post to Concur. If a transaction posts after May 31, it will reflect in FY 2026 – 2027. 

If a non-travel & non-entertainment (non-T&E) reimbursement for an unrestricted expense reflects the Approved & In Accounting Review Concur workflow status by June 5 it will be recorded in the FY 2025 – 2026. Concur expense reports reach this status once they have completed all departmental approval steps and been routed to Accounts Payable for final review and processing.*

Reimbursements received by Accounts Payable after June 5 will reflect in FY 2026 – 2027.

To learn more, review the Non-T&E Reimbursements hub and How to View Approval Workflow training guide.

*Some reimbursements may route to a specialized approval workflow step(s) prior to being sent to Accounts Payable

If a travel & entertainment (T&E) reimbursement reflects the Approved & In Accounting Review Concur workflow status by June 5 it will be recorded in FY 2025 – 2026. Concur expense reports reach this status once they have completed all departmental approval steps and been routed to Travel Accounting for final review and processing.

Reimbursements received by Travel Accounting after June 5 will reflect in FY 2026 – 2027.

To learn more, review the How to View Approval Workflow training guide.

NOTE: Travel Accounting is a separate department from UCLA Campus Purchasing & Payables. 

  • Orders requiring negotiation of terms and conditions need more lead time and may not be completed prior to closure.
  • Only requisitions with the necessary supporting documentation and approval(s) (e.g., inventorial equipment approval, high-value order approval) will be processed this fiscal year.
  • Transactions submitted after June 5 will be reviewed on a first-come, first-served basis with no guarantee of FY 2025 – 2026 processing. If you have a transaction that was submitted after June 5 and requires “rush” processing, refer to this web page’s Requesting a Procurement Exception section. 
  • Catalog, Maximo, and Specialized Request Form* orders submitted after this deadline will continue to be processed (refer to the Invoice & Direct Pay Form Submission deadline for additional considerations).

NOTE: Pharmaceutical purchases and purchases related to Covered Services are excluded from this deadline.

*This BruinBuy Plus form is only accessible to a subset of users. 

Transactions submitted after June 5 will be reviewed on a first-come, first-served basis with no guarantee of FY 2025 – 2026 processing. If you have a transaction that was submitted after June 5 that requires “rush” processing, refer to this web page’s Requesting a Procurement Exception section .

Invoices 

  • Invoices must be submitted by 11:59 p.m. PT on June 5 and will be processed by Accounts Payable no later than June 24.
  • Irregular invoices that have not been fully actioned by departments by June 5 will not be paid in FY 2025 – 2026.To help avoid irregular invoices, ensure receiving and fund manager / principal investigator approvals (if applicable) are completed by June 5.
  • Invoices submitted after this date will be processed and paid in FY 2026 – 2027 unless they have a discount date of June 30, 2026, or earlier.
  • Catalog order invoices submitted via electronic file (cXML) will continue to be processed for FY 2025 – 2026 through June 30. 

Direct Pay Forms

The payee must be fully onboarded by this deadline for Accounts Payable to guarantee FY 2025 – 2026 processing.

Direct Pay form submissions for the following payments are excluded from this deadline and will continue to be processed on a first-come, first-served basis through June 24:

  • Awards / prizes,
  • Fellowships / scholarships,
  • Human subjects,
  • Transient occupancy tax,
  • Utilities, and
  • Visiting scholars / graduate researchers or non-matriculated students 

All outstanding 2025 – 2026 Concur PCard statement reports must receive departmental approval no later than June 16. The May 16 – May 31 statement report can be submitted as early as June 3.

Review the PCard Reconciliation Calendar for additional information. 

General refunds submitted and approved by June 22 will be processed this fiscal year. Confidential refunds and refunds of $10,000 or more may require additional lead time for central office review and approval.

REMINDER: A Concur general refund refers to a repayment made to an individual that cannot be facilitated through alternative University systems (e.g., BruinBill, UCPath, Transact). Concur does not handle patient refunds or refunds to an entity. 

Requesting a Procurement Exception

Exceptions are not guaranteed for procurement-related activities and will only be granted if there is a compelling business justification. Follow the relevant exception process for your transaction type.

Requisitions and Change Requests received on or before June 5 will be prioritized by Campus Purchasing. Transactions submitted after June 5 will be reviewed on a first-come, first-served basis with no guarantee of FY 2025 – 2026  processing.

To request expedited processing for this fiscal year, submit a ticket to the BruinBuy Plus service desk with the below details:

  • "FYE Exception" in the request's Short Description
  • Comprehensive business justification
  • All supporting documentation
  • Executive leadership approval (minimum CAO / CFO level)

Submit the standard Rush Request form with the following information:

  • Comprehensive business justification that also notes “FYE Exception”
  • All supporting documentation, including vendor correspondence
  • Executive leadership approval (minimum CAO / CFO level)